FM Hard Services Contracts Manager

Schroders Investment Management
London, United Kingdom
15 Sep 2022
15 Oct 2022
Job Function
Industry Sector
Finance - General
Employment Type
Full Time
Who we're looking for
A experienced Facilities Management Hard Services Contracts Manager to be a part of the Global Workplace Services team.

About Schroders
We're a global investment manager. We help institutions, intermediaries and individuals around the world invest money to meet their goals, fulfil their ambitions, and prepare for the future.

We have around 5,000 people on six continents. And we've been around for over 200 years, but keep adapting as society and technology changes. What doesn't change is our commitment to helping our clients, and society, prosper.

The base
We moved into our new HQ in the City of London in 2018. We're close to our clients, in the heart of the UK's financial centre. And we have everything we need to work flexibly.

The team
Schroders EMEA Facilities Management team, part of Global Workplace Services provides building and services operation & maintenance support to the Schroders Group.

Current requirements include property management, project management, facilities management and space planning, services delivery and management; internal client and supplier relationship management; environmental management, reporting and budget management.

Many of the services are outsourced to specialist contractors who have full-time site-based teams and management working alongside specialist service managers within this team. The team also has responsibility for large and small-scale operational project works and business as usual.

What you'll do
Primary responsibilities
• Accountability for day to day management of FM hard services for 1 London Wall Place (1LWP), Schroders HQ reporting to Head of FM, EMEA
• Line management of UK specialist engineering team consisting of 2 FTE
• Escalation point for building management relationship for 1LWP
• Attend all FM hard services contract meetings (weekly, monthly, quarterly and annual etc.)
• Contribute to sustainability initiatives to support Schroders SBTi commitments and the development of our carbon reduction programme to include ESOS (Energy Savings Opportunity Scheme) and SECR (Streamlined Energy and Carbon Reporting)
• Maintain 1LWP iSO 14001 accreditation
• Ensure compliance with statutory building management regulations
• Support contract management of hard services for Schroders Group buildings in the UK which consists of 25 buildings totalling 500,000 sq. ft.
• Support project work as required

Contract Management
• Ensuring standards in relation to outsourced hard services (mechanical and engineering, cleaning and fabric) are maintained. This includes regular meetings with the related Account Managers to review their delivery (i.e. SLA's, performance (KPIs), challenges and improvements
• Ensuring all issues are resolved and escalated/reported as required to the Head of FM, EMEA
• Responsible for ensuring failures in process are investigated (leveraging the relevant Contract Account Manager as required) and the appropriate reporting documentation provided for review and action mitigation put in place to prevent issue reoccurring
• Be pro-active, innovative and organised, with the ability to drive, ensure contractor service delivery matches contract expectations, and improve service delivery of key FM contractors
• Whilst service delivery is important, this should be considered alongside operational excellence and ensuring risks are mitigated
• Act as escalation point, with key internal stakeholders for issues relating to FM Hard Services
• Undertake and support audits/reviews as required
• Review/challenge requests for minor works and approve/present recommendations to management if required
• Drive and review Monthly MI reports from key contracts and check invoicing/budget variances
• Purchase Order (via Oracle) and invoice reviewer and approver
• SLA & KPI - drive adherence, delivery and reporting and undertake any necessary audits
• Review - make recommendations for improvements/cost efficiencies and review any proposals for improvements and efficiencies from contracted parties
• Ensure annual operational budgets for the UK are prepared in a timely manner and that any changes are in line with business needs
• Monitor site operational spend on a monthly basis to identify and address any variance between actual spend and budget
• Work with suppliers, Group Legal and Workplace Commercial team to ensure changes to contract (i.e. scope of works, contract value) are documented via a Contract Variation Form) in a timely and accurate manner
• From time to time to assist with other tasks as required

The knowledge, experience and qualifications you need
• A strong proven track record in relationship building and contract management
• Facilities / engineering knowledge and experience
• Practical expertise: Building technical, contract, capital and cost management expertise
• Keep abreast of all relevant legislation and ensure compliance
• Keep abreast of best practice and industry trends
• Proven record of delivery of projects and planned benefits against a business plan
• Risk aware, proactive around risk mitigation
• Knowledge of Business Continuity Management
• Problem solver
• Tact, discretion and diplomacy
• Ability to analyse problems and recommend / implement solutions
• Strong analysis and decision-making skills, with keen attention to detail
• Excellent interpersonal skills and ability to communicate at all levels
• Management experience and ability to coordinate the activities of several teams or specialists covering a range of fields in financial and non-financial Services Operations
• Experience of working with outsource service providers and external advisors
• Developing new ideas that will result in significant changes to the existing services, methods, policies and/or approaches of Schroders. Such role will involve research, analysis and reasoned arguments
• High level of attention to detail - Driven to provide quality & consistency
• Flexible and resilient

We're looking for the best, whoever they are
Schroders is an equal opportunities employer. You're welcome here whatever your socio-economic background, race, sex, gender identity, sexual orientation, religious belief, age or disability.

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